DGE Seminar Committee Job Description

Under the direction of the DGE Seminar Committee Chairperson, this Host Committee team is responsible for recruiting volunteer personnel for these key duties exclusively for the DGE Seminar:

• Registration & Gift Distribution
• Classroom Set-Up
• DGE Shuttle
• DGE Opening Ceremony
• DGE Hall Monitors & Runners

Registration & Gift Distribution Committee

Registration
In the registration area there will be numerous stations set up to record DGE attendance, distribute information packets, pick up translation headsets, pick up gifts, etc. and volunteers working here will be guiding DGE's to the correct stations and assisting with the distribution of materials and gifts. Volunteers will be working alongside LCI and temporary personnel staff.

The registration area is typically open the day prior to the start of the DGE Seminar and during the first official day of the Seminar. LCI’s Convention Division will notify you in advance of the location and hours of the registration area. We recommend a minimum of 4 volunteers per shift to ensure adequate coverage. LCI’s Convention Division will provide training to all volunteers.

Gift Distribution
This team of approximately 12 volunteers assists with unpacking boxes (usually filled with briefcases), placing a gift packet in each briefcase and then moves the briefcases to the designated gift distribution station. A representative from LCI’s Leadership Division will be on hand during the entire time to assist and answer questions.

Historically this process takes 1 day to complete, however due to schedules or room availability, it may be spread out over 2 days. Gift preparation usually takes place 2 to 3 days prior to the start of the seminar → again LCI will provide specifics a few months in advance.

Classroom Set-Up

In order to facilitate training for the 750+ incoming DGE's, each DGE is assigned to a classroom sorted by language with the objective of trying to keep each classroom with which results in approximately 28 to 30 individual classrooms. Volunteers working on this team are responsible for unpacking and distributing the correct classroom materials and quantity to each classroom. A representative from LCI’s Leadership Division will be on hand to train and assist the volunteers. We recommend recruiting 20 volunteers to assist with this task. Classroom materials are usually distributed 1-day prior to the start of the DGE Seminar.

DGE Shuttle

This Host Committee team is responsible for assisting with the shuttle bus line management, crowd control and bus boarding for all DGE off-site events, and being familiar with scheduled times and pick-up/drop-off locations. We recommend having 6 volunteers per DGE hotel per shift to answer any questions about the shuttle service. The transportation company will also have their own representatives available during this event but many DGE's will seek out a Host Committee representative first. LCI’s Convention Division will provide you with a shuttle schedule in advance so you can staff accordingly.

DGE Opening Ceremony

The DGE Opening Ceremony typically lasts between 1 to 2 hours, however, it is one of the most important events of the seminar that kicks off their training and highlights the vice president’s program. The ceremony is held in a large auditorium that has the 1500+ seating capacity needed for the DGE's, their spouses, the International Family and any other invited guests. This Host Committee team will assist LCI staff with crowd control, badge checking and directing guests to available seats. We recommend at least 15 volunteers for this assignment. Closer to the event, LCI’s Convention Division will provide training and will review the facility’s entrances/exits, elevators, seating charts, VIP assigned sections and other key details with the volunteers.

DGE Hall Monitors & Runners

These Host Committee volunteers are responsible for:

• Controlling interruptions to the classroom by questioning visitors before permitting entry to a classroom
• Collecting daily attendance sheets from each classroom and bringing to the DGE Leadership office
• Collecting and delivering copy requests received from Group Leaders
• Other duties as assigned by the DGE Seminar office staff

We recommend 8 volunteers per day. LCI’s Leadership Division will provide training closer to the Seminar date.